How Do I Draft a Project Completion Letter for a Temporary Employee? Seeking Samples and Advice

Dear Seniors,

A very good morning to all. I am working as an HR Admin for a software firm in Kerala. One month ago, I hired a part-time temporary employee for a software project lasting one month. I provided all the necessary agreements and contracts to him. Now that he has successfully completed the project, I need to give him a written letter acknowledging the project's completion and the settlement of payment.

Kindly provide me with any samples if available. I am currently searching on the internet, and if I find one, I will share it with you. Please assist me in drafting a project completion letter for the employee who finished the project.

Thanks and regards,
Soja Oliver

Thank you, Ravi. I searched and found one. I am attaching it herewith. Is that okay? Please check if possible.

Hey Ravi,

I have one question/concern about the content in your sample letter. For example, you gave an employee such a letter stating in definitively, "His potentials will prove to be a substantive asset to any establishment/organization...". Reading that statement, I hire this individual. As luck might have it, this individual goofs up in my company and I end up losing money/business, etc. I would certainly take him/her to court for goofing up my business. But what are the chances of me suing your company for stating he will be an asset to any organization? Obviously, (s)he was successful in your organization, just as obviously, (s)he was not so successful in my organization (where (s)he was hired based on your recommendation letter).

I am just playing the devil's advocate for a moment here. Wouldn't giving such definitive recommendation letters run the risk of being detrimental to the company in the future? Wouldn't something in terms of the following be a better choice of words? "His/Her performance during the aforementioned period was satisfactory and met or exceeded the standards set by our organization. We wish him/her continued success in his/her future endeavors."

Thanks,

-Som G

"Soja, kindly do take pains to search this site, use appropriate keywords, and you will get many formats.

TO WHOMSOEVER IT MAY CONCERN

This is to certify that Mr. XXXX was working temporarily in our organization on a software project (name of project) from MM/YY to MM/YY. It is observed that he is sincere, hardworking, and prompt in discharging the duties assigned to him from time to time. His performance during this period was good. He was regular in his attendance. His potentials will prove to be a substantive asset to any establishment/organization which he may join for the furtherance of his career.

We wish him grand success and a bright future in all his endeavors.

Yours faithfully,"

Great thoughts, great explanation. True, I haven't worked in India in the past 15 years, and while in India, I worked for a year or two. At that time, companies were more focused on hiring than reference checking (no one would ask for references).

My point is, there is a difference between "we found him to be an excellent performer" and "he would perform excellently in any company he goes." I always have an escape route in the first one - "I found him to be an excellent performer. You did not. There is nothing much I can do about it." There is no such escape route in the second version as it is more definitive - I am speaking from your perspective "I found him excellent, and if you hire him, you will find him excellent too." If you believe that, hire him, and not find him excellent, you would be upset for trusting my statement about you. Is it not?

In the US, where I have been for the past 15 years, companies seldom give personal references on a written letterhead or in an email for future reference. We send appreciation emails for a job well done, all the time. But "to whomsoever it may concern" kind of personal reference letters usually do not come along too often - for the fear of getting sued. Many companies have strict policies against that. However, two to three professional references are asked by hiring managers/recruiters, and usually given by colleagues/managers from a person's previous places of work on the phone.

Well, I guess we have gone off the topic of this thread. But I do like the information you have provided. I am returning to India in December and have been learning about the work and work culture in India for the past many months. So, your views are much appreciated and helpful. We can take this offline and continue the conversation on private messaging if you like. Thanks again. - Som G